Privacy Policy

Overview

EZ Show Manager LLC ("EZSM," "we," "our," or "us") provides online tools for horse show and clinic organizers, secretaries, entrants, competitors, and visitors.

This policy applies to information handled through EZSM account registration, event creation, online entries, payments, uploaded documents, electronic waivers, results, communications, and customer support.

By using EZSM, you acknowledge this policy. When applicable law requires consent, we request it through the relevant account, entry, document, waiver, or communication process.

1. Who We Are and Privacy Accountability

EZ Show Manager LLC operates the EZSM platform from the United States.

The EZ Show Manager Privacy Officer is responsible for overseeing our privacy practices and responding to privacy questions, complaints, and requests. Contact the Privacy Officer through the EZ Show Manager contact form.

2. Information You Provide

Depending on how you use EZSM, we may collect your name, email address, phone number, mailing or billing address, account information, organization or farm name, emergency contact information, horse information, event selections, notes, special requests, and customer-support communications.

Event information may also include scores, placings, ride or drive times, entry numbers, approval status, scratches, refunds, waitlist activity, public notes, and results.

Payment card details are collected and processed by payment providers such as Stripe. EZSM does not store complete payment card numbers, but may retain order identifiers, processor references, payment status, refund status, and related financial records.

3. Waivers, Health Documents, and Other Sensitive Information

When required by an event organizer, EZSM may collect electronic waiver records, signatures, acknowledgments, age or over-18 responses, guardian information, emergency contacts, and uploaded documents such as Coggins, rabies, EHV, or veterinary records.

A waiver record may preserve the version of the document presented to the signer and evidence of the signing process, including whether the document was opened, the typed signer name, signer role, date and time, IP address, and browser or device information.

We use this information to process the event entry, provide the organizer with requested records, document the electronic transaction, address disputes, and meet legitimate legal and recordkeeping needs. We do not use waiver or health-document information for advertising.

4. Information Collected Automatically

We may automatically collect IP address, browser and device information, operating platform, language, time zone, screen information, timestamps, page interactions, login and session activity, order references, security events, and system or error data.

We use this information only as reasonably necessary to operate and secure the platform, prevent fraud, troubleshoot problems, document electronic transactions, and maintain reliable records.

5. How We Use Information

We use personal information to create and manage accounts; provide entry, event, results, membership, waiver, and document features; process payments and refunds; provide customer support; communicate about accounts and events; maintain platform security; prevent misuse; satisfy tax, accounting, and legal obligations; and improve platform reliability.

We limit collection, use, and disclosure to purposes a reasonable person would consider appropriate in the circumstances. If we want to use personal information for a materially different purpose, we will provide additional notice and obtain consent where required.

6. Consent and Your Choices

Consent may be provided through account registration, an entry submission, a clearly presented checkbox, a document upload, a typed signature, or another affirmative action. The form will identify the relevant purpose when the context does not make it reasonably clear.

You may withdraw consent to future optional collection, use, or disclosure by contacting us, subject to reasonable notice and any legal, contractual, event-safety, payment, dispute, or recordkeeping requirements. Withdrawal may prevent us or an event organizer from providing a requested service or accepting an entry.

Information required to complete an entry, process payment, establish a waiver record, or satisfy safety or legal requirements is not treated as optional for that transaction.

7. How Information Is Shared

Information submitted for an event is shared with the applicable Show Manager and authorized secretaries or staff. This may include entrant and horse details, contact information, emergency contacts, entry selections, notes, uploaded documents, waiver records, payment status, scores, and results.

We may provide information to service providers that support hosting, cloud storage, payments, membership functionality, email delivery, security, backups, tax or accounting functions, and customer support. They may use the information only to provide services to us or as otherwise permitted by law and their applicable agreements.

We may also disclose information when required by law, to respond to lawful requests, to protect users or the platform, to investigate fraud or abuse, in connection with a business reorganization or transfer subject to appropriate safeguards, or when you direct or authorize us to do so.

EZSM does not sell personal information or waiver-related information.

8. Show Managers and Secretaries

Show Managers determine many of the event-specific details collected through their entry forms and decide how their event records are used. EZSM stores and processes those records through the platform. Depending on the circumstances and applicable law, both EZSM and the Show Manager may have independent privacy responsibilities.

Show Managers and secretaries must use personal information only for legitimate event purposes, protect it against unauthorized access, and comply with applicable privacy, electronic-communications, consumer-protection, and recordkeeping laws. They may not sell or disclose entrant information for unrelated marketing without appropriate permission.

9. Public Information

Show details, organizer announcements, competitor or entrant names, horse names, entry numbers, ride times, scores, and results may be displayed on public event or results pages. The entry process and event context identify information intended for public display.

Do not include sensitive personal information in a public note, horse name, organization name, or other public-facing field.

10. International and Cross-Border Processing

EZSM is based in the United States. Personal information, including information about Canadian users, may be processed or stored in the United States or in another jurisdiction where EZSM or its service providers operate.

Information processed outside your province or country may be subject to the laws of that jurisdiction and may be accessible to courts, law enforcement, or government authorities through lawful processes. EZSM remains responsible for personal information under its control and uses contractual, organizational, and technical measures intended to provide an appropriate level of protection.

Contact the Privacy Officer if you would like additional information about service-provider processing or the location of personal information.

11. Data Retention and Deletion

We retain personal information only as long as reasonably necessary for the purposes described in this policy and for legitimate operational, event-safety, accounting, tax, payment, dispute-resolution, fraud-prevention, backup, and legal requirements.

Retention varies by record type. Account information is generally retained while an account remains active and for a reasonable period afterward. Transaction records are retained as required for accounting, tax, refund, chargeback, and legal purposes. Entry, health-document, and waiver records may be retained for the applicable event's administrative and legal needs, including relevant limitation periods. Security logs and backups are retained on shorter operational cycles when practicable.

When information is no longer reasonably required, we delete it, securely destroy it, or remove identifying details, subject to technical limits for backups and records we are legally required to preserve. You may request deletion by contacting the Privacy Officer, although some records cannot be deleted immediately for the reasons above.

12. Security and Privacy Incidents

We use safeguards appropriate to the nature and sensitivity of the information, including role-based access, authenticated account areas, restricted document access, transport security, and platform monitoring. No service can guarantee absolute security.

If we discover a privacy or security incident, we will investigate, take reasonable containment and remediation measures, maintain legally required records, and notify affected individuals and regulators when applicable law requires notification.

Report suspected unauthorized access or disclosure promptly through the EZ Show Manager contact form.

13. Access, Correction, and Privacy Requests

You may request access to personal information EZSM holds about you, ask how it has been used or disclosed, or request correction of inaccurate or incomplete information. Where applicable, you may also request deletion, withdrawal of consent, or information about cross-border processing.

Send requests to the Privacy Officer through the EZ Show Manager contact form. We may need to verify your identity and may ask for information needed to locate the relevant account, event, or entry. We will respond within the period required by applicable law.

Access may be limited when disclosure would reveal another person's information, compromise security, conflict with legal privilege, or where another lawful exception applies. We will explain any legally permitted refusal.

If you are dissatisfied with our response, you may contact the privacy regulator responsible for your jurisdiction, including the Office of the Privacy Commissioner of Canada or the applicable provincial privacy authority.

14. Children and Minors

EZSM is used for equestrian events that may include minors. We do not knowingly ask a child who cannot provide meaningful consent to create an independent account or submit personal information without parent or guardian involvement.

For a child under 13, personal information must be submitted by or with the consent of a parent or legal guardian, except where law permits otherwise. For teenagers, the consent process should be understandable and appropriate to the young person's maturity and the sensitivity of the information. An event may require a guardian to complete or sign portions of an entry or waiver.

Guardian consent to collection and handling of a minor's personal information is separate from the legal effectiveness of an event liability waiver. Event organizers remain responsible for obtaining any additional consent required by applicable law.

Contact the Privacy Officer if you believe a child's information was submitted without appropriate authorization.

15. Cookies and Similar Technologies

EZSM and its service providers may use cookies or similar technologies for login and session management, form progress, security, fraud prevention, preferences, and platform performance. You may control cookies through your browser, but disabling necessary cookies can prevent parts of the platform from functioning.

16. Canadian Users

Where applicable, EZSM handles personal information in accordance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and substantially similar provincial private-sector privacy laws. Canadian users may have rights concerning meaningful consent, appropriate purposes, limited collection and retention, safeguards, openness, access, and correction.

Organizations in British Columbia, Alberta, or Quebec may be governed primarily by provincial private-sector privacy legislation for some activities. Event organizers are responsible for determining which laws apply to their own activities, while EZSM remains responsible for obligations that apply to the platform and information under its control.

17. Quebec

For personal information governed by Quebec law, EZSM recognizes the additional requirements that may apply to confidentiality governance, privacy-impact assessments, service providers, transfers or access outside Quebec, incident records, transparency, access, correction, and complaints.

Before communicating Quebec personal information outside Quebec where an assessment is legally required, the relevant organization must evaluate the sensitivity and purpose of the information, applicable protections, contractual safeguards, and the legal framework of the receiving jurisdiction.

This Privacy Policy does not determine whether an event's liability waiver is legally enforceable. Quebec law restricts attempts to exclude or limit liability for bodily or moral injury, and organizers should obtain advice from a qualified Quebec lawyer before relying on a waiver.

18. Third-Party Services and Links

Third-party services and websites have their own privacy practices. Their policies govern information they collect directly. EZSM is not responsible for an organizer's website or for third-party activity outside the EZSM platform.

19. Changes to This Policy

We may update this policy to reflect platform, provider, or legal changes. We will post the revised policy with a new effective date and provide additional notice when required by law. Material changes will not be applied retroactively without consent when consent is legally required.